XERO PAYROLL – SETTING BUILDLOGIC & XERO INTEGRATION 

There are 2 options available for the integration between Xero Payroll information and Buildlogic Web software.   They are:

  1. Use Buildlogic Mobile Timesheets and send the employee hours to Xero Time Sheet; or
  2. Pull Employee timesheet hours from Xero into Buildlogic and in Buildlogic there will be a built-up cost rate that is used to put costs against jobs.

Considerations need to be made which of these options is best suited for your organisation.   For these options to work, this document covers the setup and integration required in Xero and Buildlogic.



Setup Requirements 

Option 1 – Buildlogic Mobile Timesheets – Buildlogic Setup

There are few things that need to be set up in Buildlogic by the Buildlogic Client Administrator first before you are able to create and send timesheet information to Xero Time Sheets.

  1. The first task is to ensure that the following tab against your accounting system is set up correctly.    The top section of the screen is self-explanatory.   At the dropdown - Payroll or Timesheet integration, to send timesheets to Xero you must select Push Buildlogic Timesheets.

The Timesheet Line Types are standard and need to be linked to the correct Xero Categories via the Edit button.   The option to be select here is Push timesheet.

Note: Holiday or Leave is handled by another function in Xero so it will be ignored if used in a timesheet.

 

 

  1. Next task is to make sure that the jobs, trades, reference codes and cost codes are ticked so they are accessible by mobile users when entering timesheet.     Against the job there is a tick box at the bottom of the Job/Detail tab and for each of the others functions, there is a column like the below.   Only make active what you want the mobile users to code against via the mobile app.

 

  1. Next function is to set up the different Employee types.  This is done from the System/List/Employee Timesheet types.   For example, you may have different types of staff – wages, salaried, casual staff.   This is where the system knows how to allocate the hours and what costs need to be allocated when pulled in from the mobile Timesheet App.

 

  1. You must import your employees from Xero and they will be set up as a Contact.

You will then edit them as there are a couple of areas that are critical for the integration to work correctly.   Firstly, on the Contact Details tab at the bottom of the screen is where the user’s timesheet type, Default Cost Code and Default Reference Code are set up.   Select the Save Button.

 From this screen you can now set the employee up as user by clicking the Add Timesheet user button.    This creates, the user as a Field User.   You then need to check and ensure they have been given access to the Mobile app and the user should now be linked to their Contact Card.

 

 

  1. Final step in setting up the employees is to go to the Charge rates tab against their contract and key in the rates you want allocated against jobs for per employee.

 

  1. Go to the System/User & Licenses and look at the User that has been defined.   You will need to send the User an invitation email so they can download and logon to Mobile Timesheets.   See the Send invite button under the user’s information.

 

 

 

Option 2 – Pulling Xero Timesheets

The main requirements here are to ensure that the integration with Xero is set up correctly and you have imported your employees from Xero into Buildlogic and set up them up correctly.

  1. Set up the Xero Payroll and Timesheet tab as shown below.  These options are self-explanatory.

 

  1. Employees need to be imported from Xero and a built-up charge rate set against their Contact card.    This is the rate that will be charge against jobs.   

Note:  On importing these records from Xero via the Buildlogic AS Feed, they will appear in Buildlogic as Journal entries which are available to view from the Jobs dropdown/Journal Entries.

 

Note:  On importing these time sheet records from Xero via the Buildlogic AS Feed, they will appear in Buildlogic as Journal entries which are available from the Jobs dropdown/Journal Entries.